Privacy Policy

Vantis respects your privacy and is committed to handling personal information responsibly and transparently.

This Privacy Policy explains how Vantis collects, uses, stores and discloses personal information when you visit our website, enquire about our services or use the Vantis platform.

Vantis is operated by [Legal entity name], ABN [ABN], referred to in this policy as “Vantis”, “we”, “us” or “our”.

1. Information we collect

The information we collect depends on how you interact with Vantis.

Website enquiries

When you contact us or request a demonstration, we may collect:

• Your name and business email address.
• Your company name and website.
• Information you provide about your business requirements.
• Advertising campaign identifiers, referral sources and landing page information associated with your enquiry.

Platform accounts

When you access the Vantis platform, we may collect:

• Your name and email address.
• Your account details and assigned role.
• The workspace or organisation you belong to.
• Information about your activity within the platform, where required for its operation, support or security.

Customer business data

Customers may store information within Vantis, including:

• Company and contact records.
• Leads and customer enquiries.
• Sales opportunities and pipeline information.
• Notes, tasks and activities.
• Advertising and campaign performance information.
• Other business information entered by authorised users.

Customers are responsible for ensuring they have appropriate rights and permissions to collect and use information they upload or connect to Vantis.

Advertising integrations

Where authorised by a customer, Vantis may retrieve information through supported integrations, including Google Ads and Meta Ads.

This may include campaign performance, advertising expenditure, attribution information and leads received through connected lead forms.

The information available depends on the permissions granted and the functionality of the relevant integration.

Technical information

When you use our website or platform, certain technical information may be processed, including your IP address, browser type, device information and request details.

This information helps us operate the service, maintain security, investigate technical issues and prevent misuse.

2. How we use personal information

We use personal information to:

• Provide, operate and maintain the Vantis platform.
• Respond to enquiries and demonstration requests.
• Create and manage authorised accounts.
• Support customers and resolve technical issues.
• Process customer information according to the services provided.
• Maintain platform security and prevent misuse.
• Understand the sources of our business enquiries.
• Meet applicable legal and regulatory obligations.

We do not sell personal information.

We do not use customer business records for unrelated advertising purposes.

3. Customer data and workspace privacy

Vantis is a multi-tenant platform designed to keep customer workspaces logically separated.

Customer information is protected through application access controls and database-level permissions.

Authorised users can access information according to their assigned roles and workspace permissions.

Customers control the business information they submit to their workspace and are responsible for managing authorised access.

Where we process personal information on a customer's behalf, requests relating to that information may need to be directed to the relevant customer.

4. Cookies and browser storage

Vantis uses essential technologies to operate its website and platform.

These may include:

• Authentication cookies required to maintain secure sign-in sessions.
• Browser session storage used to retain referral or attribution information during a website visit.
• Technical mechanisms required to maintain security and prevent misuse.

The public website does not currently use advertising or analytics cookies.

If we introduce additional analytics or marketing technologies, we will update this policy and provide any required notices or choices.

5. Storage and security

Vantis uses cloud infrastructure providers, including Vercel and Supabase, to operate the platform.

We implement technical and organisational measures designed to protect information against unauthorised access, disclosure, alteration and loss.

These include access controls, workspace separation and protections for sensitive integration credentials.

No internet-based service can guarantee absolute security. We continually review our security arrangements and respond to identified risks.

6. Service providers and disclosures

We may disclose personal information to service providers where reasonably necessary to operate Vantis.

These may include:

• Website hosting and application infrastructure providers.
• Database and storage providers.
• Connected advertising platforms.
• Customer-authorised integration and workflow providers.
• Professional advisers or authorities where required or permitted by law.

Service providers may process information on our behalf for the purposes of delivering their services.

We do not authorise service providers to use customer information for unrelated purposes through our arrangements with them.

7. International data processing

The Vantis platform is hosted in Australia. Our application servers run in Vercel's Sydney region, and our database, including customer workspace data and website enquiries, is hosted by Supabase in Sydney.

Some information may be accessed or processed outside Australia. Vercel delivers public website pages through a global content delivery network, so those pages and standard request information may be handled at locations closer to you. When a customer connects Google Ads or Meta Ads, information is exchanged with those providers, which operate infrastructure in the United States and other countries. Workflow tools a customer chooses to connect may process information in the locations that customer has configured.

Where applicable, we take reasonable steps to ensure overseas disclosures are handled in accordance with Australian privacy requirements.

8. Data retention

We retain personal information only for as long as reasonably necessary to provide our services, meet legitimate business needs and satisfy applicable legal obligations.

Customer data retention and deletion may also be governed by the applicable customer agreement.

[Insert verified retention arrangements for demo enquiries, active accounts, closed accounts, backups and legally required records]

When information is no longer required, we take appropriate steps to securely delete or de-identify it, subject to applicable legal and operational requirements.

9. Access, correction and deletion

You may contact us to request access to personal information we hold about you or ask us to correct information that is inaccurate or incomplete.

You may also request deletion of personal information, subject to legal obligations and other applicable requirements.

Where your information is controlled by a Vantis customer, we may refer your request to that customer.

We may need to verify your identity before processing certain requests.

10. Privacy enquiries and complaints

If you have concerns about how your personal information has been handled, please contact us using the details below.

We will review your concern and respond within a reasonable timeframe.

If you are dissatisfied with our response, you may be entitled to lodge a complaint with the Office of the Australian Information Commissioner.

Website: https://www.oaic.gov.au/

11. Changes to this policy

We may update this Privacy Policy to reflect changes to our services, information handling practices or legal obligations.

The current version will be available on our website with its latest revision date.

Where a material change requires additional notice, we will take appropriate steps to notify affected users.

12. Contact

For privacy enquiries, access requests or complaints:

Vantis Privacy Team
Email: admin@vantis.agency
Business address: [Business or correspondence address]
Website: https://vantis.agency